A respected Financial Services organization in Cambridge is in need of a Receptionist/Administrative Assistant. The individual in this role will primarily provide administrative and clerical support to senior level leaders and managers, as well as serve as the first point of contact at the office. This role requires a high level of customer service, attention to detail and an ability to multitask with ease. A professional and upbeat demeanor is necessary as this role is highly visible to all levels of employees as well as external visitors, vendors and guests.
-Answer calls to main switchboard, route them to the appropriate person.
-Deliver messages and locate individuals as required.
-Greet visitors in an upbeat and professional manner.
-Help with the scheduling of large meetings and manage catering orders.
-Ad hoc administrative tasks such as typing, filing, copying projects.
-Maintain cleanliness and organization in common spaces such as reception area, kitchen and copy room.
-Ensure office and kitchen supplies are stocked and organized.
-Manage incoming and outgoing shipments and deliveries.
-Prepare documents and presentations, manage emails and voicemails and screen calls.
-Manage calendars, coordinate travel arrangements.
-Prepare and file expenses reports.
-Coordinate meetings and conference calls, including arranging invites to attendees, transportation and site -logistics, preparing presentation materials etc.
-Maintain filing system, contacts and journals.
-Administrative internships or work-study preferred.
-Must be proficient in using the MS-Office Suite of applications, including: MS-Word, PowerPoint and Excel.
-Proficient in using email and conducting information searches via the Internet.
-Excellent telephone skills are required.
-Must be able to direct calls in a professional and efficient manner.
-Work may require occasional physical activity such as lifting, bending, reaching, etc.
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